Recruitment Policies and Guidelines

San Diego State University Career Services

Policies and Guidelines for Employers 

Policy Purpose

The following topics serve as guidelines for employers who intend to register and post employment opportunities via Handshake or to participate in recruitment services. SDSU’s guidelines adhere to the Federal Equal Employment Opportunity (EEO) Guidelines and the National Association of Colleges and Employers (NACE) Principles for Ethical Professional Practice. SDSU Career Services reserves the right to decline employers or job postings. Questions regarding our policies and guidelines can be directed to [email protected]. 

NOTE: These guidelines are not all-inclusive. These guidelines are intended to serve as a framework within which the career planning, placement, and recruitment processes should function, and as a foundation upon which professionalism can be promoted. 

Handshake

All employers are subject to approval by SDSU Career Services to access Handshake as an online system to post employment opportunities to recruit current students and alumni. In reviewing employer accounts and employment opportunities, our center assesses factors such as risk, access, and compliance with university policies and practices. As part of this process, Career Services may contact employers about items where we need additional information to assess the quality of an employer and/or employment opportunity.

Non-Discrimination Policy

San Diego State University does not discriminate against any person on the basis of race, color, national origin, ancestry, religion, gender, sexual orientation, age, physical disability, mental disability, marital status, veteran status, genetic information, or any other characteristic which may be specified in such laws and regulations, in admission to, access to, treatment in, or employment in its programs or activities. SDSU Career Services adheres to this policy and will make our facilities available only to recruiting organizations whose practices are consistent with this policy. Review SDSU’s Equal Opportunity and Non-Discrimination Policy for more detailed information. 

SDSU’s Commitment to a Safe, Harassment-Free Environment 

SDSU expects all members of the university community – students, faculty, staff, employers, mentors, and visitors – to pursue their work and education in a safe environment, free from harassment based on protected characteristics, sexual misconduct, and interpersonal violence. It is imperative that all individuals comply with SDSU’s expectation that any environment where our students and alumni participate, remain focused on respect and provide a space that is free of discrimination and sexual harassment. If you experience, see, or hear of behavior that violates this expectation, contact our office immediately at 619.594.2323 or contact the SDSU Title IX Team regarding sexual harassment or misconduct. Review SDSU’s Sexual Harassment Policy for more detailed information. 

Confidentiality Policy 

All materials received from our students (letters, resumes, transcripts, via email, digital, or hard copy), should be shared only with those persons at your organization involved in the hiring process. There will not be a disclosure of student information to another organization without the prior written consent of the student, unless necessitated by health and/or safety considerations, in accordance with the Family Educational Rights and Privacy Act (FERPA). Finally, the sale of student information (such as resumes, addresses, emails, and other defining information) is prohibited and could result in suspension and/or removal from Handshake. 

Alcohol and Marijuana Policy

The use of alcohol at any point during on- or off-campus recruiting events, including sports events, is discouraged. The use of marijuana at any point during on- or off-campus recruiting events, including sports events, is prohibited.

Marijuana Industry Recruiting Policy

Despite the changes in state laws, SDSU will adhere to federal law regarding marijuana. No marijuana industry-related employer is permitted to post jobs in Handshake, any other SDSU platform, or otherwise recruit on campus. 

Job Offer Policies and Guidelines

Organizations are responsible for all representations and offers made to students by their recruiters. When making an employment offer, students should be notified in writing, including position responsibilities, salary, location, benefits, and starting date. Students should be given sufficient time to make an informed decision regarding the offers they receive. We recommend that employers respect the commitment students have to their academics as well as any previously scheduled interviews with other organizations. 
SDSU Career Services expects employers to give students 3-7 days from the receipt of the written offer to accept or decline that offer.
We advise that recruiters not pressure students to accept offers or to attach bonuses that expire above, nor attach bonuses that expire if the offer is not immediate. Additionally, we discourage recruiters from pursuing students who have already accepted job offers from another organization.

Rescinding Offers

Employers rescinding employment should carefully review the NACE guidelines and recommendations regarding rescinded and deferred employment offers. NACE recommends that employers who must revoke a commitment do everything possible to avoid rescinding offers and to consider alternatives that do not require rescinding employment offers. These may include changes in job responsibilities, salary reduction and/or reduced workweeks, changes in job location, delayed starting dates, and other reasonable options.

On-Campus Recruitment Requirement 

Employers must be approved in Handshake in order to participate in SDSU recruitment services. All organizations must adhere to the U.S. Department of Labor Fair Labor Standards Act when it comes to wages and compensation. 

Commissioned Sales Positions 

Employers with commission-based opportunities may take advantage of all employer services and events provided they:

• Must provide a base pay that meets or exceeds the state minimum wage rates.
• Do not require payment of non-refundable fees for training and/or materials.
• Do not require that any part of the compensation be associated with recruiting others.
• Does not require running one's own business through a franchise.
• Do not charge penalties, fees, or withhold earnings if the franchisee leaves the program.

Third-Party Recruiters

Career Services defines third-party recruiters as agencies, organizations, or individuals recruiting candidates for temporary, part-time, or full-time employment opportunities other than for their own needs. 
Third-party recruiters: 

• Employment Agencies
• Search Firms
• Contract Recruiter
• Online Job Posting or Resume Referral Services
• Temporary Agencies or Staffing Services
• Outsourcing Contractors or Leasing Agencies 

Third-party recruiters may take advantage of employer services and other events sponsored by Career Services provided recruiters follow designated rules. 
Designated Rules:

• Identify themselves as a third-party recruiter on their employer profile and all job announcements, selecting ONLY “Third Party Staffing” in the
• Industry field in their general profile in Handshake.
• Identify, upon request, the name of the actual employer to the applicants once they’ve decided they want to represent their client.
• Charge no fees to the candidate.
• Provide a position description for valid openings.
• Follow all EEO guidelines, set forth by the U.S. Equal Employment Opportunity Commission (EEOC).
• Not disclose to any employer, including the client-employer, any student information without obtaining prior written or verbal consent from the student.
• Under no circumstances can student information be disclosed for other than the original recruiting purposes nor can it be sold or provided to other entities.

Career Services reserves the right to terminate an employer account for violation of university policies and procedures. For more information, visit NACE Principles of Third-Party Recruiters. 

Multi-Level or Network Marketing Organizations 

Career Services does not allow network marketing organizations to register in Handshake, nor to participate in recruitment services. Many terms exist to describe the practice of enlisting people in pyramid-like structures with the promise of potential income. Career Services considers organizations that engage in the following to be network marketing organizations: 

• Sponsoring an individual to set up their own business for the purpose of selling products or services and/or recruiting other individuals to set up their own business. Exceptions exist for University-affiliated entrepreneurship activities.
• Requiring an initial cash, credit card or capital investment, account balance, or similar fiscal requirements from this individual, with the organization itself serving as an umbrella or parent corporation.
• The compensation is in the form of straight commission, fees from others under their sponsorship in the organization, and/or a percentage of sales generated by others. Career Services does not promote or sponsor opportunities of this nature. 

Door-to-Door Sales 

SDSU Career Services does not allow employers who promote door-to-door sales to register in Handshake nor participate in recruitment services.

Requirements for Employer Accounts and Jobs Posted on Handshake Employer Registration

Employer registration for an account is made available through Handshake. Most accounts are made active within 1 – 2 business days at no cost to employers.

Screening Employers

We assess the following in determining registration: 

• Organization name and information can be verified through a business license.
• A satisfactory description of the organization is included in their Handshake profile.
• A valid website that is unique to the organization and not a subdomain of a public provider.
• Complete contact information for a designated primary contact, including the contact’s name, title, and business email that is issued by the organization rather than by a public provider such as Gmail, Yahoo, etc.
• Businesses and opportunities must provide a valid mailing address.
• Compliance with Equal Employment Opportunity Commission (EEOC) requirements.

Screening Job Postings 

Employers who have an approved account on Handshake may post various opportunities. Each individual internship and job posting is subject to review and follow-up based on the following guidelines: 

• Provide a detailed position description and pertinent information (including the location or remote status).
• Fully disclose the duties, responsibilities, and expectations.
• Refrain from charging fees or monetary investments for employment.
• Refrain from requiring students to participate in multi-level marketing or on-campus sales/promotions.
• Refrain from requiring as part of an initial review credit card information, driver’s license, social security, or any investment of capital via requirements such as cashing checks and making wire transfers of cash.

Household Job Approvals 

Household job postings will be shared on our internal Household Jobs Board for up to 4-weeks if the following information is provided: 

• Contact information.
• Title of the job you are offering.
• Rate of pay for the job per hour (California minimum wage requirements will be enforced)
• An estimate of how many hours of work are offered and whether it’s a one-time job or an ongoing position.
• Complete job description. Incomplete or vague descriptions will not be approved.

Employment Authorization 

Employers are required to verify work authorization for all new hires. Employers and students are expected to understand and comply with U.S. immigration policy.  Immigration regulations are subject to change at any time without prior notification. Employers seeking guidance should seek legal counsel. International students can be referred to the SDSU International Student Center. Undocumented students can be referred to the SDSU Undocumented Resource Center.